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Documentation Index

Fetch the complete documentation index at: https://help.kwentra.com/llms.txt

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Easily send the Registration Card link to guests on WhatsApp for online signature and instant confirmation.

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Business Value

  • Share system-generated documents (like Registration Cards) instantly with guests through WhatsApp.
  • Simplify guest check-in by collecting signatures and confirmations online.
  • Reduce manual steps and ensure documentation is stored and traceable.

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Use Cases

  • Front Desk sends the RC link for guest e-signature before or upon arrival.
  • Night Audit confirms the RC was accepted with a timestamp.
  • Managers print, copy, or WhatsApp the RC link directly to guests.
  • Compliance teams access the signed RC PDF in the reservation at any time.

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Technical Know-How

  • Front Office → Individual Reservations → Select Reservation → Print → RC → Share via WhatsApp
  • Front Office → Group Reservations → Select Reservation → RC → Share via WhatsApp

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WhatsApp Share Button

  • Opens a pop-up for Mobile Number entry when clicked.
  • The mobile number field:
    • Mandatory (digits and “+” only, max 30 characters).
    • Must include country code (e.g., +20, +966).
    • Auto-filled from the guest profile’s Mobile; if empty, from Telephone; if both are empty, the user enters it manually.
  • “Save & Send” button:
    • Validates and, if permitted, updates the guest profile’s Mobile number.
    • If the user has no edit permission, it skips the update and continues the flow.
  • Opens WhatsApp link in a new browser tab.
Once WhatsApp opens “web or app”, you get to directly send the link to the guest. Once the guest clicks on the link, the RC opens in a new tab.

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Accept & Confirm

  • Guests can click “Accept & Confirm” on the RC page.
    • After clicking, the button is hidden from further public views.
    • System stamps a read-only RC Confirmation Date (with instance time zone) on the reservation.
    • PDF copy attached to reservation, named:
  • If RC Confirmation Date exists, “Accept & Confirm” will not appear.

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Technical/Storage Specs

  • The PDF RC file is created and saved in storage the first time “Share WhatsApp” is used.
  • If the reservation changes, the old file is deleted.
  • Reservation stores a UUID to identify and manage the file.
  • Each RC link access checks for file existence:
    • If file exists, display it; if not, generate and display a new RC.
  • Accept button shows only if “rc sign date” is null.